Configure Shopify-NetSuite data flows

Configuration settings enable you to modify OOTB (out of the box) data flows based on your specific business needs. You can customize & fine-tune the data flows for the following records: orders, fulfillment, inventory, billing and products. Let's look into each of these in detail:

General Settings

Order Settings

This section is now divided into tabs according to the functionality and parts of an order. Per tab represents the configuration for each part for an order.

• Shipping - Lets you map the shipping methods between Shopify and NetSuite. You can also provide a default value in case no match is found.
  Note: The maximum number of mappings recommended under the Map Ship Methods setting is 1000 to ensure the app runs smoothly.
  
• Payment - Lets you map the payment methods between Shopify and NetSuite. You can also provide a default value in case no match is found.
• Discount - Lets you select the preferred handling method for discounts in Shopify. All the cart level discounts are added at order header-level in NetSuite.
  • • Promo Code - If you maintain a 1:1 match between the promo codes in NetSuite and Shopify.
    • Coupon Code - If you maintain a 1:1 match between the coupon codes in NetSuite and Shopify.
    • Discount Item - If you do not maintain a 1:1 match between the coupon codes in NetSuite and Shopify and want to track all cart-level discounts against a single default item in NetSuite.

    • NetSuite discount item to track Shopify cart discounts - This preference provides a choice for the default NetSuite discount item against which all the cart-level discounts are posted. The item is added at the order header level in NetSuite and the discount code is posted in the "Shopify Discount Code" custom field.

    • Bring Shopify line level discounts into NetSuite as - Select your preferred handling method for line level discounts in Shopify. All the line level discounts are added at order line-level in NetSuite.

• Tax - This setting allows you to specify your preference on mapping tax totals between NetSuite and Shopify. The leading practice is to overwrite NetSuite tax totals with values from Shopify.

  • • Per-line taxes on transaction enabled in NetSuite - Check this box if taxes are enabled in NetSuite at line-level. You can find this preference in NetSuite by navigating to Setup -> Accounting -> Taxes (Setup Taxes).

    • Default tax code when no match is found in NetSuite - This is a mandatory setting and requires you to provide the internal id of a default NetSuite tax code. The same is posted to each order or order line when no matching tax code is found inside of NetSuite. You can either create a new tax code or use an existing one set up in your NetSuite account under Setup -> Accounting -> Taxes (Tax Codes).

    • Assign the default tax code to all orders - Check this box if you want to assign a default tax code to each order or line item in NetSuite for all the orders received from the Shopify marketplace.

    • Deduct GST/VAT from order total - Enable this checkbox to deduct GST/VAT from the order total before it is added to NetSuite.

• Order

  • • Shopify Order Id(s) - Provide a single or up to 5 multiple comma-separated Shopify order ids and click on 'Save' button to an on-demand import of orders from Shopify into NetSuite. Order Id can be found in the page URL when you open up a specific order in view mode in Shopify. NOTE: If both the real-time order import flows are disabled, make sure to select a correct value in 'Using scheduled flow, sync Shopify Orders to NetSuite as' setting.

    • Add web orders into NetSuite - Let's you define the Order Import trigger in Shopify. Based on whether you would like the orders to come into NetSuite when they are authorized/captured/fulfilled in Shopify, you can set the value of this field.

    • Add pending payment orders into NetSuite - This option allows you to add orders in "pending" financial status in Shopify into NetSuite. Typically, this would include orders where the payment is received outside of Shopify ex - B2B orders or for payment methods like COD.

    • Assign NetSuite order status as Pending Approval - Lets you add high-risk orders in Shopify with "Pending Approval"  order status in NetSuite. The rest of the orders are added in "Pending Fulfillment" status.

    • NetSuite item to track Shopify order gift card redemption as a line item - Choose a NetSuite item from the drop-down list to track your Shopify order gift card amounts. The selected item is added as a line item on the NetSuite sales order. In NetSuite, ensure to create the item either as a non-inventory, payment, or another charge.

    • NetSuite item to track Shopify order shipping cost as a line item - Choose a NetSuite item from the drop-down list to track your Shopify order shipping costs. The selected item is added as a line item on the NetSuite sales order. In NetSuite, ensure to create the item either as a non-inventory, payment, or another charge.

    • NetSuite account to be credited for orders added as cash sales - Let's you define the NetSuite account to be credited for Shopify orders that are added as NetSuite cash sales. For ex - Shopify POS orders and/or orders that are packaged and shipped by a fulfillment service directly integrated with Shopify.

    • Add orders as cash sales when fulfillment service is external - Enable this checkbox if you have directly integrated your Shopify store with an external fulfillment service (Amazon FBA, Shipwire etc). All such orders will be brought in as NetSuite cash sales instead.

    • NetSuite item to track the order variances as a line item - Choose a NetSuite item from the drop-down list to track your order total variances between Shopify and NetSuite. The selected item is added as a line item on the NetSuite sales order to match the Shopify and NetSuite order totals. In NetSuite, ensure to create the item either as a non-inventory, payment, or another charge.

    • Using scheduled flow, sync Shopify Orders to NetSuite as - Based on your selection, the order is either imported as a sales order or a cash sale to NetSuite. For more information, see Sync orders from Shopify to NetSuite.

NOTE ABOUT CUSTOMER IMPORT SETTINGS

Order imports fail if a customer record with the same ID already exists in NetSuite

Order imports from Shopify to NetSuite sometimes fail when customer records with the same Customer IDs are already present in NetSuite. You may see the following error:

"Failed to add/update customer for Shopify order #1xx1. A customer record with this ID already exists. You must enter a unique customer ID for each record you create. To correct this record, click and enter a new customer ID in the Customer field."

In the following example, note the field CUSTOMER ID. If another customer comes with the same name, customer creation will fail.

This error occurs because the Auto ID feature in NetSuite is not enabled. Note that the customer name is used to create the Customer ID. Any time a new customer comes with a name that already exists in NetSuite, customer creation will fail. To avoid such errors, please enable the Auto ID generation feature in NetSuite.

To set up auto-generated numbers in NetSuite, go to the link ‘Set up Auto-generated Numbers’ (or click https://system.na1.netsuite.com/app/setup/numbering.nl?whence=) and provide the necessary information.

• POS

  • Add POS orders into NetSuite as sales orders - By default, all POS orders are added as cash sales in NetSuite but marking this check box to true will allow you to add all Shopify POS orders as sales orders in NetSuite.

  • Sync "Buy in-store, ship to customer" orders as a sales order - Check this checkbox to sync orders that are bought in store and later shipped to the customer address. These orders are synced to NetSuite as sales orders.

  • Buy online, pick up in-store - Check this checkbox to bring the location details on the NetSuite sales order for the "buy online, pickup in-store" orders and other Shopify online orders. To bring location details, configure your order mappings. "Buy online Pickup in Store" checkbox is checked for "buy online, pickup in-store" orders in NetSuite. For more information, see Sync your Shopify (POS Pro) fulfillment to NetSuite.

• Order to Shopify
• Customer to Shopify

Fulfillment Settings

• Pick, Pack and Ship enabled in NetSuite - This should be checked/unchecked depending on whether the corresponding feature is enabled or not in NetSuite. When checked, the data flow exports the shipment only when the status of the NetSuite fulfillment changes to 'Shipped'
• NetSuite Saved Search to sync item fulfillments- The drop-down list displays the saved search pertaining to fulfillment that is created in NetSuite. Select the desired saved search from the list. Click Refresh to fetch the records that have not been imported from NetSuite to Shopify.

Important: Be sure that the item selected in the Settings > Fulfillment > NetSuite saved search to sync item fulfillments drop-down list and the Flow Builder Export > Saved searches are the same. For more understanding, see the following settings screenshots.

Inventory  Settings

• NetSuite Saved Search for syncing inventory levels
• NetSuite saved search to sync inventory for kit items and item groups

• Calculate Kit Inventory per Location - If enabled, the connector will first calculate a sellable inventory of kit per location using the quantity of each member item, and then will send the sum of all the sellable quantities across all the locations. If disabled, the connector will first calculate the total inventory for each member items across all the locations, and then will calculate inventory for a kit.

• Sync Inventory levels for both published and unpublished Shopify items - Enabling this allows you to sync inventory levels for the products that are opted to be available in multiple Shopify sales channels in addition to just the Online store.

• Always sync inventory levels for entire catalog: Enabling this setting allows you to sync the inventory levels for all the NetSuite items (linked to your Shopify store) on each run of the inventory export data flow.
• NetSuite locations to pick inventory from: Enabling this setting allows you to sync the inventory levels for all the NetSuite items (linked to your Shopify store) on each run of the inventory export data flow.

Billing Settings

• NetSuite Saved Search for auto-billing orders 
• Auto-bill orders in NetSuite when the status is - Provide the order status in NetSuite after which the Integration App should automatically bill the sales orders and create corresponding cash sales or invoices.
• NetSuite Saved Search for syncing Billing details

• Payments are captured in - Select your preference for syncing order payment information depending on where do you capture payments and at what point: Shopify at time of sale - Since the invoices are already paid for in Shopify at the time of sale, there is no need to sync billing information from NetSuite to Shopify & hence the "Off/On" option on the integration flow is set to Off. NetSuite after the order fulfillment - Once the payment is captured in NetSuite via cash sale/invoice generation, the Integration App marks the order as paid in Shopify without triggering a re-capture. Shopify after the order fulfillment - Once the payment is captured in NetSuite via cash sale/invoice generation, the Integration App triggers the payment capture on the corresponding order in Shopify.

Product  Settings

• NetSuite Saved Search for syncing Item details
• NetSuite Saved Search for syncing Matrix Item details
• NetSuite currency for syncing product price - Lets you choose the NetSuite currency to be used for exporting the price to Shopify.

• NetSuite price level for syncing product price - Let's you choose the NetSuite price level to be used for exporting the price to Shopify.

• Each product in Shopify has a unique title - Enable this checkbox to prevent the Integration App from creating two products with the same product title in Shopify.

• Enable virtual variations - Enable this checkbox if either of the following statements is true. 1.In NetSuite, you have a group of Items (Non-Matrix Items) that have parent-child relationships and those items are to be configured as Matrix Items/Variations in Shopify. 2.In NetSuite, you have a group of Items/Matrix Items that are related to each other (based on Item Field value) and those items are to be configured as Matrix Items/Variations in Shopify.

• NetSuite field identifier for the variation parent item - Provide the internal id of the item field in NetSuite to be used to identify the variation parent item.

• Add GST/VAT to item price - Enable this checkbox to add GST/VAT to the item price before it is added to Shopify.

Cancellation Settings

• NetSuite Saved Search for syncing order cancellations

Refund Settings

This section has been divided into two parts to better modify settings for refunds in NetSuite to Shopify and vice versa. 

• NetSuite Saved Search for syncing order refunds

• Add GST/VAT to refund total - Enable this checkbox to add GST/VAT to the refund total before it is added to Shopify.

• NetSuite Refund Account  - Select the account configured in NetSuite to refund the payment. For example, if you have configured a bank account to refund the payment, select that bank account.

• NetSuite Refund Method - Select the default refund method to be used. If you do not select any value, the payment method used while placing the order is used automatically for processing refunds. For example, if you have received the order payment using Master Card, when processing refunds, Master Card will get selected automatically.

• NetSuite Refund Location - Select the warehouse location that you want to associate with the refund transaction.

• NetSuite item to track order refund adjustments as a line item - Choose a NetSuite item from the drop-down list to track your Shopify order refund adjustments. The selected item is added as a line item on the NetSuite sales order. In NetSuite, ensure to create the item either as a non-inventory, payment, or another charge.

• Ignore refunds generated using - Enter the comma-separated values for refund source names or their IDs that the Integration App should ignore. For more information, refer to how to retrieve refund source names and IDs.
• Substitute item for Bin/Lot numbered/Serialized item - Choose a non-inventory item that will be a substitute item for the bin, lot numbered, serialized, and kit inventory items (that has at least one lot numbered/serial items) during refund. When you refund items without any restock, this selected item is added as a line item with quantity zero on the NetSuite cash refund. In NetSuite, if you enable inventory status, the regular line items are replaced with the selected substitute item. For more information, see here.